July 29, 2016

Volunteers are a valuable asset for animal shelters and rescues. Without them, shelters and rescues would be unable to achieve their mission. In 2013, the IRS released a report stating that 85% of nonprofit organizations are run by volunteers and have no paid staff. Volunteers are responsible for organizing adoption events, raising funds, and caring for the animals in their animal shelters or rescues. Last week we reviewed the importance of creating and maintaining a volunteer program. One of the prime aspects of that program is to implement a volunteer handbook.

Volunteers differ from paid employees. However, managing volunteers requires a similar skill set. Employee handbooks are common in both small and large businesses. Nonprofit animal shelters and rescues need to implement a similar handbook for volunteers. Here are the two main benefits of a volunteer handbook:

Sets Expectations. A handbook is a tool that defines what is expected of the volunteer during their time at the shelter. It also identifies what the volunteer should expect from the organization in return for their donated time.

Protects the Animal Shelter or Rescue. Creating and identifying clear policies and procedures for your volunteer team minimizes liability. The handbook provides guidelines and rules for how negative circumstances will be handled and offers a no-surprise resolution for both parties.

A hurdle many directors face is how to create a concise and informative volunteer handbook. Here are 7 essential sections to include in your handbook:

What is the story behind your animal shelter or rescue? Tell the story of how you formed. Include your goals, mission, and vision for volunteers to gain a better perspective of who they are serving.

Set expectations for acceptable and unacceptable behavior. Behavior expectations include how volunteers treat one another, the animals, and the public. Define work expectations in this section as well. Work expectations include the number of volunteer hours, responsibilities, and the appropriate way to take a day of absence.

Policies and procedures for responsibilities are a tremendous help in minimizing potential dangers or disasters. Explain these procedures in detail in the handbook. This assures you each volunteer has the information prior to volunteering. This is the section you address volunteer training requirements including times and methods of training.

One of the biggest responsibilities of a shelter or rescue is to take in dogs, cats, and other animals that need care. This section reviews the policies for incoming animals and addresses the intake process including standards your shelter or rescue follows.

Rescues or shelters that foster animals need a section on foster home policies and procedures. Often times, foster parents are overlooked as volunteers because they are not at the physical shelter. They are a vital part of your volunteer team. The risks and requirements of foster homes differ from other policies and procedures.

Animal adoption is a major part of your operation. This section identifies the standards and timeframes your animal shelter or rescue follows prior to placing an animal with their forever home. This section also addresses the requirements of adopting families. It is important that all volunteers are aware of the expectations so they can help properly place animals.

It is common for volunteer handbooks to include a receipt that the volunteers sign. The signature verifies they read the handbook and are aware of the expectations outlined.

Create a strong volunteer program starts by implementing a volunteer handbook. Work with your legal counsel to create a handbook that best suits your animal shelter or rescue needs.

July 8, 2016

Volunteers are one of the cornerstones to running your animal shelter or rescue successfully. You rely on them to help with day to day needs, care for the animals, organize events, spread the word about your mission, and be passionate about the great work they are doing. Did you know they are one of your biggest risks? Volunteers are human and unpredictable in their actions. To successfully manage their actions and minimize risk, implement an official volunteer program. Here are the categories your program requires:

Volunteer Handbook

Volunteer handbooks contain valuable information about the animal shelter or rescue. They provide new volunteers with:

Background information

Mission and Vision

Application process

Training expectations

Behavior expectations

Volunteer waiver

Organization policies

Require new volunteers to review the handbook prior to completing a volunteer application. This information sets the precedence for expectations during their time volunteering for your organization.

Volunteer Waivers

Volunteer waivers are typically included as part of the handbook. They are vital for animal shelters and rescues to have in place. A strong waiver includes:

Release of liability for injury and bites

Acceptance that injuries are not covered under a worker’s compensation policy

Acceptance of policies and procedures

Emergency contact information

Release to contact to provide medical help or attention if needed

Volunteer waivers are a safety precaution. Volunteers may still choose to file a lawsuit if they believe the animal shelter or rescue is responsible for an injury. Waivers are part of your defense in court but should not be your only defense. Work with your legal counsel to draft a waiver that best suits your animal shelter or rescue needs.

The Right Insurance

The best way to be proactive in protecting your animal shelter or rescue from financial loss as a result of a lawsuit is to purchase insurance. There are many types of insurance you can purchase for your organization including:

General Liability Insurance

Professional Liability Insurance

Accident & Health Insurance

Director’s & Officer’s Insurance

Liability insurance protects your financial assets by paying defense and settlement costs of a covered lawsuit. Take the time to research animal shelter insurance options today. Purchasing insurance after a lawsuit is filed will not protect you.

Volunteer Training

Volunteer training is vital for new and existing volunteers. Create a strong volunteer training program by answering these questions:

What do you want the training to accomplish?

What do your volunteers need to know?

What do your volunteers already know?

How do they learn best?

These answers will help you to create a valuable training program that is beneficial to both the volunteer and the organization. Once training is completed, have your volunteers tell you what they learned and how they can implement this in their tasks. Training is never complete and should be offered on a routine basis to volunteers. The knowledge and education help make them valuable to your team.